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Module 2 4 DLMS Introductory Training Module 2 Objectives Students will gain a basic understanding of: The components that form the building blocks of ASC X12 EDI How the highly structured nature of X12 EDI provides the flexibility and versatility needed to communicate complex functional data content How to interpret simple raw data expressed in X12 EDI format

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Module 2 5 DLMS Introductory Training EDI Components

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Module 2 6 DLMS Introductory Training Definition of EDI Electronic Data Interchange EDI is: The computer-to-computer interchange of strictly formatted messages that represent business documents A sequence of messages between two parties, either of whom may serve as originator or recipient The formatted data representing the documents transmitted from originator to recipient via telecommunications

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Module 2 8 DLMS Introductory Training ASC X12 EDI Versions/Releases Versions are released approximately every five (5) years New releases of ASC X12 Draft Standards for Trial Use (DSTU), referred to as the ‘Standards’, are published annually DLMS based on ASC X12 release 4010 and 4030

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Module 2 9 DLMS Introductory Training EDI EDI is the computer-to- computer exchange of routine business info in a standard format. ASC X12 EDI provides a means for exchanging information between dissimilar computer systems via a standard file structure. The information, in the form of a transaction set, is generally patterned after a conventional document, such as a requisition or invoice. Defense Automated Addressing System (DAAS)

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Module 2 12 DLMS Introductory Training Data Elements The data element is the smallest named unit of information in the standard Each data element is identified by a number Data elements can represent a code, a value, or text (such as a description) Each data element has both a minimum and maximum length Data elements can be mandatory, optional, or relational

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Module 2 13 DLMS Introductory Training Data Element Types There are seven types of data elements: AN- Alphanumeric string including special characters B - Binary (example: ) DT - Date in YYMMDD or CCYYMMDD format based on EDI version being used (DLMS Baseline is ) ID -Identifier (works with a code list specified by the dictionary) Nn- Numeric (implies the number of decimal points, e.g., N2 would be two decimal positions) R - Decimal Numeric (decimal points must be transmitted if used) TM- Time in HHMMSSDD format A6B7C

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Module 2 14 DLMS Introductory Training Data Element Size How Does It Work? 6/6 must be { 6 positions Indicating Min: 6 Max: 6 4/6 must be or Or Where Min: 4 Max: 6 Length of Field

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Module 2 16 DLMS Introductory Training Simple and Component Data Elements Data elements are identified as either: Simple Component Used to form composite data structures -- a group of two or more component (simple) data elements linked together to form a single data element The component data elements may be optional, mandatory, or relational

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Module 2 19 DLMS Introductory Training Data Segment The data segment is an intermediate unit of information in a transaction set Each data segment is composed of: A unique segment ID One or more logically related data elements The data segment is used to convey a grouping of functionally-related user information

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Module 2 20 DLMS Introductory Training Data Segment Characteristics The data is organized in a defined sequence within the segment Each data element in the segment is identified by a reference designator composed of the unique segment identifier and the element’s sequence number Each data element is separated by a data element delimiter character A segment terminator character identifies the end of the segment

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Module 2 33 DLMS Introductory Training Data Segment Notes Three types of segment level notes: Syntax: Define dependencies based on the presence or absence of other data elements in the segment Semantic: Provide additional information about the data element including any dependence based on the data value in another data element in the segment Comments: Clarify the intended use of the segment - comments are not part of the standard

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Module 2 34 DLMS Introductory Training Data Elements Within a Segment The same data element may be used in many different segments Most data elements are generic with their meaning determined by either the context of the segment they are used in or by the presence of a qualifier data element within the segment

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Module 2 37 DLMS Introductory Training Relational Conditions Defines a relationship between two or more data elements in a segment Expressed in syntax note by letter code followed by the last two digits of the reference designator of the effected data elements (e.g. P0203) P (Paired): If any specified data element is present, then all the specified data elements must be present R (Required): At least one of the specified data elements must be present E (Exclusive): Not more than one of the specified data elements may be present C (Conditional): If the first specified data element is present, then all other specified data elements must be present L (List Conditional): If the first specified data element is present, then at least one of the remaining specified data elements must be present

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Module 2 42 DLMS Introductory Training Repeating Data Specific sets of data may be used in multiple occurrences to support a functional requirement or to enhance efficiency of communications Items requisitioned by a single activity Dates applicable to a particular process Addresses – shipper, receiver, bill-to, status recipients ASC X12 transactions provide multiple methods to accomplish this: Repetition of a single segment Loop of a group of segments Hierarchical loops

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Module 2 43 DLMS Introductory Training Segment Repetition A single segment may sometimes be repeated in multiple occurrences Each segment within a transaction set has a specified maximum number of occurrences (e.g. 1 or 100) or may be specified as having an unlimited number of occurrences (noted as “>1”) --also referred to as the “max use ”

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Module 2 44 DLMS Introductory Training { Name Street City State } Data Segment Loops By definition, loops are groups of two or more related segments which may be repeated The name of the loop is indicated by the Loop ID which is named for the first segment in the loop Loops have a specified maximum number of occurrences or may be specified as having an unlimited number of occurrences (noted as “>1”) -- referred to as the loop repeat There is a specified sequence of segments in the loop The first segment in the loop has a max use of 1 -- all other segments in the loop may be repeated as specified { Name Street City State }

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Module 2 46 DLMS Introductory Training Nested Loops Loops may have subordinate loops nested within them The name of the nested loop is indicated by the Loop ID which is named for the first segment in the subordinate loop Nested loops cannot begin with the same first segment as the previous (or outer) loop Nesting may occur up to an indefinite number of levels

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Module 2 53 DLMS Introductory Training Transaction Set A group of data segments in a predefined sequence needed to provide all the data required to define a complete transaction Uniquely identified by a three-digit number and a name Begins with an ST segment and ends with an SE segment Must contain a beginning segment

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Module 2 55 DLMS Introductory Training The Beginning Segment A segment at the beginning of each transaction set which defines the purpose, type and action, date, and unique identification Indicates additional processing that may be required

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Module 2 56 DLMS Introductory Training BR Beginning Segment for Material Management To indicate the beginning of a transaction and transmit identifying numbers and dates TRANSACTION SETS USED IN: REFELE IDNAME ATTRIBUTES Transaction Set Purpose CodeMID2/ Transaction Type CodeMID2/ DateM/ZDT8/ Identification Code XAN2/ Identification Code Qualifier OID1/ Action Code OID1/ Reference Identification Qualifier XID2/ Reference Identification XAN1/ TimeO/ZTM4/ Reference Identification Qualifier XID2/ Reference Identification XAN1/30 SYNTAX NOTES 05C If BR05 is present, then BR04 is required. 07P0708- If either BR07 or BR08 is present, then the other is required. 10P1011- If either BR10 or BR11 is present, then the other is required. SEMANTIC NOTES 03BR03 is the date of the transaction set preparation. 09BR09 is the time of the transaction set preparation. BR Segment

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Module 2 57 DLMS Introductory Training Transaction Set Table Diagram Identifies the purpose of the transaction set Identifies all the segments which comprise the transaction set in sequence by position number Identifies the structure of the transaction set as heading (table 1) or detail (table 2) or summary (table 3) Identifies the loop and nested loop structure Indicates which segments are Mandatory or Optional Indicates the maximum use of repeating segments

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Module 2 65 DLMS Introductory Training Envelopes Envelopes are specialized segments that enclose groups of documents or transaction sets Envelopes provide: Verification of proper transmission Time and date stamping of transmission Routing information Version control information There are two levels of envelopes….

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Module 2 66 DLMS Introductory Training Functional Group Envelope The inner envelope is used to group like documents or transaction sets within a transmission This envelope is defined by the Functional Group Header (GS) and Functional Group Trailer (GE) segments Contains a functional group ID (e.g., RN (511), MD (527)) Contains transaction set counts and functional group control numbers Contains a time/date stamp of when the group was generated Provides format, version, and release specifications of the transactions within the group

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Module 2 69 DLMS Introductory Training Interchange Envelope The outer envelope is used to group one or more folders or functional groups within a transmission This envelope is defined by the Interchange Control Header (ISA) and Interchange Control Trailer (IEA) segments Contains the structured mailbox address of the sender and the receiver Contains control numbers and counts of the different types of folders or functional groups inside Contains a time/date stamp Specifies the format and version of the interchange envelopes Specifies what characters are being used for data element delimiters (separators) and segment terminators